Knowledge Management Coordinator

Position Title: Knowledge Management Coordinator Post Location: Post Date: Juba, South Sudan ASAP Reports to: Deputy Country Director Management Responsibility: Information Officer Introduction Pact is a US based, International Non-Governmental Organisation that has been working in South Sudan since 2002 to strengthen local and national capacities to address violent conflict and create an enabling environment for development and peace. Pact presently implements two large programs in partnership with Community Based Organisations (CBOs) and in collaboration with a range of local and national stakeholders: Peace building and Water and Sanitation and Public Health. Under Pact’s peace-building focus the following core projects are implemented: access to justice, community peace and security, natural resource management and livelihoods. Under the water programme Pact seeks to increase access to safe water and improve hygiene and sanitation practices. Underpinning each of these programme areas are the following major approaches: Good Governance (strengthening civic engagement in the state and state accountability), Capacity Development (strengthening civil society to become high calibre peace actors), and Evidence Based Policy and Advocacy (to support awareness and action around key conflict and peace issues). Job Purpose The Knowledge Management Coordinator (KMC) is a cross-departmental liaison position to provide the following aspects of critical support:  Institute a system of knowledge management within Pact, in South Sudan, to support strategic programme quality, development and implementation;  Lead on communications of Pact programs and operations to external actor’s e.g. new donors, government and international and local partners;  Provide coordinated, responsive and clear interface between Pact and its principal donors to ensure reporting compliance;  Support tracking of New Business Development opportunities and lead on concept and proposal development in coordination with the Technical and Program Teams. Key Responsibilities Coordinate donor relationships and compliance issues 1. Work closely with the Country Director, Deputy Country Director, and Program Managers to coordinate internal communications regarding relationship with donors, both existing and prospective. 2. Act as focal point within the Country Program for the collation and compilation of donor reports, responding to donor requests for information, income tracking, and contract amendments. Track donor requests and ensure responses are delivered in timely and effective manner. 3. Review and submit donor financial and narrative reports in close liaison with the Finance Director and Grants Manager; acting as a gatekeeper in Pact in terms of ensuring quality, consistency, accuracy, clarity and timely submission in compliance with Pact policies and procedures as well as donor contractual requirements, and work with the Programs, Grants, MERL and Technical Teams to continuously improve the quality of donor reports. 4. Working with programs and operational staff to improve understanding, visibility and clarity around donor contractual requirements. 5. Support programme staff to efficiently plan and utilise diverse income, including preparation and submission of proposals and reports. In-country support to New Business Development 1. Work closely with the Programs and Technical Team to develop a Country new business strategy and annual work plan. 2. Work closely with Technical Team in Juba and New Business Development staff in Washington DC to identify and develop new opportunities and maintain strong relationships with existing donors, building interactive relationships with new ones. 3. Conduct donor mapping and research, intelligence gathering and analysis of trends and feed this into Pact’s overall strategic thinking. 4. During proposal development and report writing, coordinate inputs and take a lead on developing the final product. Information and Knowledge Management (Internal and External) 1. Review current knowledge management and, if needs be, develop a knowledge management strategy and tools to support better monitoring of donor funding vis-à-vis activities. This will require working closely with the MERL Team. 2. Develop and maintain comprehensive, up to date and user friendly filing systems for contracts, reports, and other documents, maintaining a complete and clear audit trail of proposals, contracts, donor reports, donor visits and feedback, meetings, etc. 3. Design and circulate user-friendly Donor Reporting Schedule (DRS) and ensure all responsible staff have an updated DRS monthly, with reports due over subsequent 3-month period highlighted. 4. Develop, in collaboration with the Information Officer, MERL Team and Programs; project briefings, various internal communication templates, and external communication tools to ensure regular exchange of within Pact information and to external actors. 5. Work with the Information Officer to revamp Pact’s website and ensure the website is updated and maintained. 6. Liaise with the Technical team to establish a database for gathering relevant government information to enhance planning and implementation of programs. Other Undertake other duties as directed. Person specification Essential • Bachelor’s degree, preferably in international relations, communications or a social science field, or comparable discipline or experience • At least 5 years of international NGO field experience, with demonstrable experience in similar role(s) • Excellent communication and presentation skills (verbal and written) • In-depth knowledge of least two of the following donors: US government, DFID, Norway MFA, Danida and familiarity with their regulations, procedures and requirements • Excellent written English skills and familiarity with all key computer applications • Excellent organisational skills and ability to determine priorities and meet multiple deadlines • Detail-oriented with good multi-tasking abilities • Excellent interpersonal skills and ability to relate well with different personalities • Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment • Ability and willingness to be flexible, to visit and work in a less than perfect environment, both politically and socially • Ability to travel at short notice • Ability and willingness to travel to remote parts of South Sudan/Sudan and stay in rustic accommodations (e.g. tents) • Commitment to the values and principles of Pact and a desire to make real change in South Sudan • A sense of humour Desirable • Previous experience in Sudan, South Sudan or comparable setting • Prior work experience in a high-profile crisis or conflict setting preferred
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